---
title: "Supplier records, documents and purchase invoices in one place"
description: "1flux supplier management software keeps registrations, terms, documents and on-time delivery on one record, and books invoices from what was received."
url: https://1flux.ai/products/purchasing/suppliers
last_updated: 2026-10-11
---

[Part of 1flux Purchasing](https://1flux.ai/products/purchasing)

# Supplier records, documents and purchase invoices in one place

1flux supplier management software keeps every supplier's registrations, terms, documents and delivery record together, and books their invoices from what you actually received.

## In short

1flux supplier management software gives every supplier one record: registrations, credit terms, contacts, documents, orders, receipts and performance. Local and foreign suppliers get the right tax fields for their country. When goods are received, accounts build the [purchase invoice](https://1flux.ai/glossary/purchase-invoice) from the posted receipts, with a reason for any price difference. Then you pay suppliers and allocate each payment to purchase invoices, and payments post to the ledger.

Every supplier on one record: spend, open orders, on-time delivery and rejected value, then their orders and quotes.

Sound familiar?

## The problem

- “Supplier details live in a spreadsheet, a phone and the accountant's memory.”

- “The trade licence copy and bank letter are somewhere in an email thread.”

- “Everyone knows one supplier is ‘always late’, but nobody can show it.”

- “Invoices are keyed from the supplier's paper, not from what the warehouse accepted.”

The supplier record

## What does 1flux store on a supplier?

1flux starts every supplier with one question: “Where is this supplier based?” Local or foreign sets the country, the suggested currency and the label on the tax field.

- **Names:** supplier name, legal name and **Arabic name**, plus a supplier code (leave it blank and 1flux generates one).
- **Registrations:** **VAT TRN** for a UAE supplier, **VAT registration number** for a Saudi one, or a foreign tax registration; plus **Trade licence number** (UAE) or **Commercial registration** (Saudi). See [tax registration number](https://1flux.ai/glossary/tax-registration-number) and [commercial registration](https://1flux.ai/glossary/commercial-registration).
- **Terms:** currency, [credit days](https://1flux.ai/glossary/credit-days) with a start basis (invoice date, delivery date or statement date), payment terms and lead time.
- **Address:** including [Saudi national address](https://1flux.ai/glossary/saudi-national-address) fields and Arabic street, district and city.
- **Contacts:** name, role, email and phone, with a primary contact.
- **Supplier group**, status and internal notes.

The register filters by status, supplier group and origin (local or foreign). Suppliers are archived, never hard-deleted, so their history stays intact.

Local or foreign sets the country, the suggested currency and the label on the tax field.

From CRM

## Start from a company already in 1flux CRM

Many suppliers are already in your CRM as companies. In 1flux, the new supplier dialog opens with **Start from a company**: search for it and 1flux copies its name, address, contacts, tax details and terms into the supplier form. The company itself doesn’t change.

[1flux CRM](https://1flux.ai/products/crm)

1. Company in 1flux CRM (Coralbay Building Materials LLC).
2. Start from a company (Name, address, contacts, tax, terms).
3. Supplier (Ready to buy from).

Performance

## What does 1flux supplier management software show on each record?

Each supplier record opens on four figures:

| Figure               | What it tells you                                           |
| -------------------- | ----------------------------------------------------------- |
| **Spend this year**  | What you’ve bought from them this year                      |
| **Open order value** | What’s ordered and still to be received                     |
| **On-time delivery** | The share of orders expected this year that arrived on time |
| **Rejected value**   | The value of goods you’ve rejected from them                |

Tabs cover **Overview** (spend chart, open orders, notes, recent activity), **Orders** (their purchase orders and quotations), **Receiving** (goods received and rejected goods), **Contacts**, **Documents** and **Activity**. For line-level lateness across suppliers, use the purchase order report described under [purchase orders](https://1flux.ai/products/purchasing/purchase-orders).

Documents

## Keep supplier documents in one library

Upload each supplier’s papers to their record, typed as **Commercial registration**, **Tax certificate**, **Bank letter**, **Trade licence**, **Contract**, **Quotation** or **Other**.

The **Supplier documents** library lists every supplier’s files in one place, so an auditor’s request means one search in 1flux, not a hunt through email.

Every supplier’s papers in one library, typed so an auditor’s request is one search.

Supplier groups

## Group suppliers for invoice review

Supplier groups sit under Settings → Suppliers → Groups: “Group suppliers so their purchase invoices can be reviewed together.” Each supplier belongs to one group.

You can export suppliers with their group as CSV and import a file that updates the group of existing suppliers by code.

Ready to invoice lists posted receipts waiting for an invoice, by supplier or by supplier group.

Purchase invoices

## Purchase invoices built from what was received

1flux uses receipt-based invoicing: invoices are built from what was received and priced against the order, with a reason for any difference.

1. **Ready to invoice** lists posted goods receipt reports with lines still to invoice, **By supplier** or **By supplier group**.
2. Accounts select one or more reports of one supplier and currency.
3. They enter the **supplier invoice number** (required, unique per supplier), the invoice date and the supplier’s invoice as an attachment. The due date defaults from the order’s or the supplier’s credit days and basis.
4. Each received line is invoiced in full. The unit price starts at the order price; if the supplier charged differently, 1flux shows the difference as an amount and a percentage and **requires a reason**.
5. An optional supplier total warns “The supplier’s total differs” when it doesn’t match.

**Guards against double billing:** a received line can be invoiced only once, even if two people try at the same moment. A supplier invoice number can’t be reused, and a repeated submit returns the same invoice. Receipts at a provisional cost are refused until prices are agreed, and missing posting accounts are listed before anything posts. Void an invoice with a reason and its lines return to Ready to invoice.

Lines come from what was received. A changed price shows the difference and needs a reason.

The journal

## What does a purchase invoice post?

Posting the invoice writes one balanced journal. Stock stays at its receipt cost.

| Account                                                                                     | Effect                                                   |
| ------------------------------------------------------------------------------------------- | -------------------------------------------------------- |
| [Goods received not invoiced (GRNI)](https://1flux.ai/glossary/goods-received-not-invoiced) | Debited by exactly what the receipts credited            |
| Input VAT                                                                                   | Debited at the line’s tax rate                           |
| [Accounts payable](https://1flux.ai/glossary/accounts-payable)                              | Credited for the supplier’s total                        |
| [Invoice price variance](https://1flux.ai/glossary/invoice-price-variance)                  | Takes any price difference                               |
| FX gain or loss                                                                             | Takes any exchange difference on foreign-currency orders |

Supplier payments

## Pay suppliers against their invoices

1flux closes the loop with the supplier payment. Pay suppliers and allocate each payment to purchase invoices. Payments post to the ledger, and the **Owed to suppliers** tile on the Accounting overview shows the balance.

How it works

## How does supplier management work in 1flux?

From setting up the supplier to reviewing how they performed.

1. ### Set up

   Create the supplier, or start from a CRM company.

2. ### Upload

   Add their documents and assign a group.

3. ### Buy and receive

   Through purchase orders and goods receipt reports.

4. ### Invoice

   From **Ready to invoice**, explaining any price difference.

5. ### Pay

   Pay the supplier and allocate the payment to their purchase invoices.

6. ### Review

   Spend, on-time delivery and rejected value on the record.

One flow

## Connected to the rest of 1flux

Suppliers sit at the centre of purchasing in 1flux. Their quotations, orders, notes and receipts all show on the record.

1. [CRM](https://1flux.ai/products/crm) Company → supplier
2. Suppliers Orders and receipts
3. [Goods receiving](https://1flux.ai/products/purchasing/goods-receiving) Posted GRRs → invoices
4. [Accounting](https://1flux.ai/products/accounting)

Suppliers sit at the centre of [purchasing in 1flux](https://1flux.ai/products/purchasing). Purchase invoices draw from [posted goods receipt reports](https://1flux.ai/products/purchasing/goods-receiving), and their journals post to [1flux Accounting](https://1flux.ai/products/accounting) through the same gateway as every other document. Supplier payments post to the ledger too.

Who it's for

## Who uses supplier management in 1flux?

The people who choose suppliers and the people who pay them.

- ### [Procurement managers](https://1flux.ai/products/purchasing)

  Choose suppliers on delivery record and rejections, not memory.

- ### [Accounts payable and finance teams](https://1flux.ai/products/accounting)

  Invoices that match receipts, with variances explained, and payments allocated to the invoices they settle.

FAQ

## Questions, answered

Still deciding? [Talk to sales](https://1flux.ai/contact)

### What does 1flux store on a supplier?

1flux stores each supplier's name, legal name and Arabic name, VAT TRN or VAT registration number, trade licence or commercial registration, currency, credit days with a basis, payment terms, lead time, contacts and address, including Saudi national address fields. Supplier documents such as tax certificates, bank letters and contracts sit on the same record, next to orders, receipts and performance.

### Can I create a supplier from an existing CRM company?

Yes. In 1flux, the new supplier dialog opens with Start from a company. Search for a company already in 1flux CRM and 1flux copies its name, address, contacts, tax details and terms into the supplier form, ready for you to review and save. The company record itself stays unchanged in 1flux CRM.

### How does 1flux calculate supplier on-time delivery?

1flux shows on-time delivery as the share of a supplier's purchase orders expected this year that arrived on time. It sits on the supplier record next to spend this year, open order value and rejected value. For lateness line by line, the purchase order report groups lines from not due yet to over 60 days late.

### Can purchase invoices be created from goods receipts?

Yes. Every 1flux purchase invoice is built from posted goods receipt reports. Accounts select one or more reports of one supplier and currency, enter the supplier's invoice number and attach their invoice. Prices start at the order price, and any difference needs a reason and posts to invoice price variance. The invoice clears GRNI, books input VAT and credits accounts payable.

### How does 1flux stop duplicate supplier invoices?

1flux stops them in three ways. A supplier invoice number can be used only once per supplier, among invoices that aren't void. Each received line can be invoiced only once, even if two people try at the same moment. And a repeated submit returns the invoice already created instead of posting a second one.

### Can one purchase invoice cover several deliveries?

Yes. Accounts can select several posted goods receipt reports for the same supplier and currency and invoice them together. Ready to invoice groups waiting receipts by supplier or by supplier group, so it's easy to match a supplier's monthly bill to the deliveries behind it. Each received line is invoiced in full.

### Can we pay suppliers in 1flux?

Yes. In 1flux you pay suppliers and allocate each payment to their purchase invoices, and payments post to the ledger. The purchase invoices themselves are built from posted goods receipt reports, with a reason for any price difference, and the Owed to suppliers tile on the Accounting overview shows the balance.

Related

## Keep exploring

### [Purchasing](https://1flux.ai/products/purchasing)

Requisitions, quotes, LPOs, two-step receiving and receipt-based invoices in one flow.

### [Goods receiving (GRN)](https://1flux.ai/products/purchasing/goods-receiving)

Check deliveries in on a GRN, then post stock and the journal on a goods receipt report.

### [Purchase orders (LPO)](https://1flux.ai/products/purchasing/purchase-orders)

Priced or unpriced orders, VAT per line, revisions with reasons and a report of what's due.

### [1flux Accounting](https://1flux.ai/products/accounting)

Books that keep themselves: every receipt, delivery, invoice and payment posts its own journal.

Last updated 11 October 2026